Fringe Benefits
8.1 FRINGE BENEFITS - GENERAL
8.1.1 Statutory
1. Social Security
All employees are covered by the old age and survivors feature as well as Medicare. The University matches the legally required employee contribution. Every employee must contribute to Social Security while employed.
2. Worker's Compensation
The University pays full cost of Worker's Compensation as required by New York State Law. This insurance provides benefits to employees sustaining work-connected injuries or occupational illness.
3. Non-Occupational Disability Benefits
Permanent, seasonal, and part-time employees are provided at University cost weekly benefits to replace, in part, earnings lost because of accident or sickness resulting from causes not connected with their jobs.
Other temporary employees (those working more than twenty-five days per year) receive benefits in accordance with the New York State Disability Law, but no wage payment will be made by the University. Faculty members are not covered under New York State Disability Law.
4. Unemployment Insurance
All employees are covered under the New York State Unemployment Insurance Law. Eligibility for unemployment benefits requires that former employees are unemployed through no fault of their own, are ready, willing and able to work, but cannot find work.
Revised November 1986
Revised September 1993
8.1.2 Comprehensive Medical-Dental Plan - POMCO
This plan provides insurance policies that cover part of the cost of hospitalization, surgical fees, prescriptions and certain other items. The insurance company provides an 80%-20% medical plan with $350.00 individual deductible ($1050.00 family deductible). The medical plan also pays 100% of certain costs not requiring satisfaction of the deductible amount, such as ambulatory surgery, and emergency accidents up to a maximum of $300.00
The dental plan has a $25.00 individual deductible ($50.00 family deductible) and the following payment schedule: 1) Preventive 100%, 2) Basic 80%, 3) Major 60%. The maximum benefit payable each plan year is $1,000.00 per covered person. Orthodontic services are not covered under the terms of the dental plan.
The University pays the entire premium of the Comprehensive Medical and Dental Plan for the employee. Employees pay a portion of the cost of the plan for dependents if they choose to cover them.
Revised November 1986
Revised January 1991
Revised July 1994
Editorial Revision, July 1999
8.1.3 Annuity-Option Plan - TIAA-CREF, Massachusetts Mutual, and Nationwide
These plans permit employees to reduce their regular contract salaries in return for the University's purchase of tax-deferred annuities on their behalf. Maximum reduction amounts must be within the limits imposed by Section 403(b) and Section 415 of the Internal Revenue Code. Annuity premiums under this "optional" plan are in addition to any contributions which may be made under the University's regular retirement plans and can be paid to either of our pension underwriters.
Employees who may be interested in the annuity-option plan should consult the Human Resources Office for details.
July 1987
Editorial Revision July 1989
August 1996
8.1.4 Group Total Long Term Disability Benefits Plan - CNA
This plan provides each insured employee who qualifies for total disability with the following benefit(s), which begin on the first day of the month following six consecutive months of total disability and continues during such disability until age sixty-five. For a period of total disability beginning after age sixty, benefits continue until the earlier of age seventy or five years of total disability.
1. A monthly income benefit which, including any income benefits payable from Social Security for employees or their dependents and Worker's Compensation, is equal to 60% of the first $5,000 of covered monthly salary plus 40% of covered monthly salary in excess of $5,000 as of the date the disability began, but not to exceed benefits payable of $4,500 monthly.
2. A monthly annuity premium benefit of the amount being paid for regular annuities in accordance with provisions of our retirement plan, but not to exceed 10% of covered monthly salary as of the date the disability began. This benefit does not apply to supplemental retirement annuities.
The cost of the Group Total Disability Benefits plan is paid in part by the University and in part by the employee. Participation in this plan is optional and a one-year waiting period is required. Employees who do not join the plan within thirty days after the required one-year waiting period will be required to submit a statement of health and their participation in the plan will be subject to approval by CNA.
Revised November 1986
Policy Revised October 1989
Policy Revised September 1991
8.1.5 Group Travel Accident Insurance - ITT Hartford
The University provides travel accident insurance to all employees at no cost to the individual. This insurance is designed to provide maximum protection for employees whose University duties expose them to the hazards of travel. Benefits of $200,000.00 are provided for accidental death or dismemberment suffered only while the insured are on authorized trips which require them to travel away from the premises of the University. Benefits are reduced at age seventy according to the provisions of the plan.
The death benefit is payable to the estate of the insured unless an individual Designation of Beneficiary Form is filed with the University. Dismemberment benefits are payable to the insured employee.
The Human Resources Office will counsel, distribute the necessary information and enroll all eligible employees for this insurance coverage.
July 1987
Editorial Revision July 1989
8.1.6 Tuition Programs
These tuition programs are designed to assist and encourage full-time employees to further their children's education to the associate or baccalaureate level.
Children of all full-time employees are eligible for the following two tuition assistance programs, i.e., the Clarkson Program and the Tuition Exchange Program.
Children of employees who qualify for retirement under policy 3.2.1, 3.3.5 or 3.3.6 are eligible for this benefit.
Clarkson University Program. Free tuition in any course of study leading to a bachelor's degree.
Tuition Exchange Program. Full tuition may be granted if the necessary reciprocal arrangement can be completed among other member institutions in the program.
Eligibility for the Tuition Grant Program described below is limited to children of full-time employees on the working payroll and with three years of service to the University prior to July 1, 1972.
Tuition Grant Program. If the Tuition Exchange Program is not available, then the Tuition Grant Program is available for those eligible. A maximum of $1,200 per academic year will be allowed toward the tuition for undergraduate study at an accredited University of their choice.
The following rules and requirements pertain to all three tuition assistance programs:
1. Tuition payment, tuition remission, or tuition reciprocity will be available only to those children who plan to attend on a full-time basis a two or four year program in an accredited junior college, senior college, or University for the purpose of completing undergraduate work leading to a degree.
2. No tuition payment, tuition remission or tuition reciprocity will be provided to cover summer scholastic work unless such work is part of the standard curricular requirements for the program in which the student is enrolled.
3. No tuition payment, tuition remission or tuition reciprocity will be granted for graduate work.
4. Tuition payment, tuition remission, and tuition reciprocity are in all cases limited to a maximum of eight semesters of study for each child.
5. All University work under these programs shall have been completed within ten
years after the student's graduation from high school.
6. Students participating in this program will become ineligible in any academic period (semester, quarter, or trimester) in which they are on either an academic or disciplinary probation status or are considered not in good standing by the institution in which they are enrolled. This status will not be altered by transfer from one institution to another.
7. Eligibility of employees will not be affected by leave of absence of one calendar year or less. Children of employees on lengthier leaves of absence will not be eligible under these programs.
8. A student winning a scholarship, grant-in-aid, or other financial assistance from any source other than Clarkson University is entitled to the full tuition grant from Clarkson. However, the tuition grant from Clarkson shall not bring the total of all such awards to a sum greater than the standard cost of the student's room, board and tuition in the institution he or she plans to attend.
9. In the event of death or total disability (as determined by the Social Security Board) of an employee who has been in the employ of Clarkson for at least ten consecutive years at the time of death or when total disability is determined, all then existing and otherwise eligible children of the employee will continue to be eligible for participation in the tuition benefit programs as long as they are sponsored by Clarkson University.
10. Only dependent, unmarried children are eligible for assistance under these programs.
11. This benefit is not retroactive. An employee must be hired prior to the beginning of a semester in order to receive the benefit for that semester.
Eligible employees interested in applying for assistance under these programs outlined above should consult with the Student Administrative Services Center. Application for assistance under the Tuition Grant Program should be made no later than November 1 of the academic year preceding that in which the program is to become effective.
Revised September 1982
Editorial Revision 1996
8.1.7 Tuition for Spouses
The spouses of members of the faculty, administrative, supervisory, and general staff may enroll in courses at Clarkson for credit at a tuition charge which is one-third the normal tuition charge.
Editorial Revision August 1975
8.1.8 Pension Plans - TIAA-CREF, Massachusetts Mutual and Nationwide
Mandatory participation is required after completion of at least two years of full-time service at any educational institution. Employees are required to contribute 4.8% of regular salary, while the University contribution will equal 9.6% of their regular salary.
Employees may opt to join either TIAA-CREF, Massachusetts Mutual, or Nationwide as their investment company within the pension plan. While there are minor differences between these carriers, the eligibility requirements and contribution rates are identical. Participating employees are permitted to transfer from one of these companies to the other.
1. Massachusetts Mutual Pension Plan and Nationwide. These plans underwritten by the Massachusetts Mutual Life Insurance Company and Nationwide offer a fixed and variable annuity. The variable annuity has different portfolios of stocks and bonds or combinations thereof. Participants may choose any portfolios they wish and can transfer among them. The individual contracts are held by the plan administrator until retirement or termination, at which time they are distributed to the participant.
2. TIAA-CREF Plan. This plan with great transferability among universities because of its wide use in the educational world offers a fixed and variable annuity plan. While the TIAA part is the fixed type, CREF is a variable annuity which permits the participant to invest in a variety of accounts. Premiums may be allocated between TIAA and CREF in any proportion, including 100% to either company. The individual contracts are held by the plan administrator until retirement or termination, at which time they are distributed to the participant.
3. The contracts are immediately and fully vested. The employee contribution to the retirement program under either plan must be made by salary reduction. Employees will be notified by the Human Resources Office when they are pension eligible. It is then their responsibility to complete any required forms necessary for the pension plan of their choice. TIAA-CREF information and forms are distributed by the Human Resources Office. Massachusetts Mutual and Nationwide requirements and information are available from company representatives who visit the campus for enrollment.
Revised January 1986
Revised December 1986
Editorial Revision July 1989
Editorial Revision August 1996
Revised July 1997
8.1.9 Group Life Insurance
These plans provides faculty and administrative, supervisory, and general staff with basic life insurance plus the option of buying additional coverage.
1. Basic Coverage - Guardian Life Insurance. All active employees are covered for an amount of life insurance equal to their annual salary rounded to the next $500.00. The minimum benefit is $17,500 and the maximum benefit is $70,000. There is no charge to the employee for this basic amount of insurance. Benefits are reduced at age seventy according to plan provisions.
2. Accidental Death and Dismemberment - ITT Hartford. All active employees are covered for an amount of accidental death and dismemberment benefit equal to their annual salary rounded to the next $500. The maximum benefit is $70,000. There is no charge to the employee for this benefit. Benefits are reduced at age seventy-five according to plan provisions.
3. Optional Additional Coverage. All active employees are eligible to purchase additional life insurance. Payment is through payroll deduction. The Human Resources Office will provide information on this optional coverage upon request.
July 1987
Revised February 1992
Revised September 1993
8.1.10 Accident and Injury
In the event of minor injury, the department head or supervisor should direct or take the employee to a local doctor or the out-patient emergency room of the Canton-Potsdam Hospital, Leroy and Cottage Street, depending on the nature of the injury.
In cases of serious injury on campus, call Campus Safety 268-6666 or the Potsdam Rescue Squad 265-2121 or 911. Care and judgment should be used before the injured person is moved.
1. Worker's Compensation Report. For each work-connected injury, an employee must complete and forward to the Human Resources Office an Employer's Report of Injury Form, C-2, as required by law. When the employee returns to work, a return to work slip from the doctor must be forwarded to the Human Resources Office.
2. Non-Occupational Disability Report. When an employee or supervisor learns of any injury or sickness, from causes not connected with their jobs, they should notify the Human Resources Office so that the notice and proof of claim for disability benefits can be forwarded to the employee for completion and claim for benefits processed.
July 1987
Editorial Revision July 1989
8.1.11 Death Benefit
In the event of the death of an employee, the Human Resources Office should be informed promptly so that the processing of the group life insurance claim can be started without delay, and arrangements be made for payment of other benefits which might be due. The University will pay the following death benefits.
1. General Staff Death Benefit. Wages due to day of death, one additional normal pay period's wages, unused vacation time, and accumulated sick leave balance will be included in the final payment.
2. Administrative Staff Death Benefit. Wages due to day of death, one additional month's salary, and unused vacation time will be included in the final payment.
3. Faculty Death Benefit. Refer to Paragraph 2 of Section 4.2.2 on Salary Continuance Faculty.
Temporary employees are not eligible for the death benefits defined above.
July 1987
Editorial Revision July 1989
Revised September 1991
Revised February 1992
8.1.12 Family and Medical Leave Act of 1993
On August 5, 1993, The Family and Medical Leave Act became effective. This act requires employers to provide employees up to a total of twelve workweeks of unpaid leave during any twelve-month period at the time of the birth, adoption, or foster care placement of a child or at the time of a serious health condition affecting the employee or a family member. In response to this Act, Clarkson University has adopted the following policies effective August 5, 1993.
General Requirements
As required by the Act and subject to the following, Clarkson University will grant an eligible employee unpaid leave for up to twelve workweeks during a twelve-month period for:
1. Family Leave: the birth, adoption, or foster care placement of a child.
2. Medical Leave: the care of a family member with a serious health condition or an employee's own serious health condition.
An eligible employee is one who has been employed for at least twelve months and for at least 1,250 hours of service during the previous twelve months.
An eligible employee must give notice at least thirty days in advance of when the leave is to begin. If, however, circumstances prevent thirty days notice, employees must provide as much notice as applicable.
An employee taking leave under this Act will be entitled to return to his or her same job or an equivalent job, with no loss of benefits or seniority, upon return from leave, as if they had not been on leave. If there is, however, an intervening layoff or downsizing, or the employee's job otherwise would have been terminated, the employee may not be entitled to return. An employee returning to work from a serious health condition must provide certification from their health care provider that the employee is able to resume work.
An employee will not accrue seniority or any other benefits during the leave period. Participation on the benefit plans in which the employee participated prior to a leave will be continued as long as employees pay their required premiums. Participation will be canceled after thirty days for failure to pay such premiums.
An employee not returning from leave under this Act will be required to repay all premiums paid by the employer during the leave. This will be waived if the employee is unable to return because of the recurrence, continuation, or onset of a serious health condition or some other factor beyond the employee's control.
Employees are limited to a maximum of twelve workweeks of unpaid leave for either family leave or medical leave in a twelve-month period. An employee cannot take twelve workweeks of family leave and twelve weeks of medical leave during the same twelve-month period.
If both a husband and wife are employed by Clarkson University and both are eligible employees, they are only entitled to a combined twelve workweeks of leave during a twelve-month period if leave is requested for family leave or medical leave for the care of a parent.
Family Leave Requirements
An eligible employee may take up to twelve workweeks of leave during any twelve-month period because of the birth of the employee's son or daughter and to care for that son or daughter, or because of the placement of a son or daughter with the employee for adoption or foster care.
A son or daughter is a biological, adopted, or foster child, a stepchild, a legal ward, or a child whom the employee supervises on a day to day basis and is financially responsible for. The child must be under eighteen years old, or eighteen or older and incapable of self-care because of a mental or physical disability.
Entitlement to leave for the birth or placement of a child expires at the end of the twelve-month period beginning on the date of the birth or placement.
An employee requesting a family leave must use any accrued vacation or personal time as part of the twelve workweeks. Employees will not be allowed to use accrued sick leave in requesting family leave. The Family and Medical Leave Act will not change the University's current policy as defined in Sections 8.3.2(1) and 8.3.3(1) of the Operations Manual for Maternity Leaves. A request for family leave is for the care of a newborn or adopted child. It should not be made because of any serious health condition on the part of the employee or the newborn child; that is covered as a medical leave under this Act.
Male employees as well as female employees are entitled to leave under this Act for family leave.
Medical Leave Requirements
An eligible employee may take up to twelve workweeks of unpaid leave during any twelve-month period to care for the employee's spouse, son, daughter, or parent, if that family member has a serious health condition or if the employee has a serious health condition.
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility, or continuing treatment by a health care provider. With respect to an employee, a serious health condition covers conditions or illnesses which amount to more than three days incapacity requiring absence from work or chronic long term incurable illness.
A family member is defined as an employee's spouse, son, daughter, or parent (not parent-in-law). A parent is an employee's biological parent or someone who stood in loco parentis (in place of a parent) to an employee when the employee was a son or daughter.
An employee requesting medical leave for a qualified family member or for the employee himself or herself must provide certification from a health care provider. A health care provider is any doctor of medicine or osteopathy, podiatrist, optometrist, nurse practitioner, or nurse midwife performing within the scope of their practice as defined under state law.
The twelve-month period for computing leave will be calculated by determining the amount of leave used by an employee for the twelve months prior to each day for which leave is requested.
An employee requesting a medical leave for a family member will be charged three days of sick leave as in accord with Sections 8.3.4 and 8.3.11 of the Operations Manual as part of the twelve workweeks. The employee must then use any accrued vacation or personal time as part of the twelve workweeks. An employee requesting medical leave for themselves must first use any accrued sick leave as defined in Sections 8.3.4, 8.3.5 and 4.2.2 as part of the twelve workweeks. The employee must then use any accrued vacation or personal time as part of the twelve workweeks.
PROCEDURE FOR REQUESTING LEAVE
Requests For Leave
A. Procedure. All requests for family or medical leave should be made to Human Resources. Human Resources will provide additional notices and forms. In all cases, employees will be asked to complete Form No. FMLA 1, Request for Family or Medical Leave.
B. Foreseeable Leaves. If the need for family or medical leave is foreseeable, the employee must provide notice to Human Resources of not less than thirty days. Leave will be denied unless there is a reasonable excuse for the delay. If leave is denied for lack of notice, the employee may request leave to start thirty days after notice is given.
Failure to report to work when leave has been denied will be treated as an unexcused absence. Employees will not be paid for any missed days or permitted to substitute paid leave, and will be subject to discipline.
C. Unforeseeable Leaves. If the need for family or medical leave is not foreseeable, notice must be given by the employee as soon as possible and practicable. Employees are expected to promptly notify their supervisor and/or Human Resources as soon as they learn of the need for leave. In the case of extreme medical emergencies, employees are expected to call or advise their supervisor as soon as they know of the need for and expected duration of leave. Request for leave should then be submitted in writing at least three business days after an oral request is made.
Proof for Medical Leave
Employees must provide proof of necessity for medical leave by a health care provider by completing Form No. FMLA 2. Leave will not be processed until this form is completed and returned to Human Resources.
Leave is Contingent on Eligibility
All employee requests for leave under this Act are contingent upon a determination of eligibility and provision of medical certification, where applicable.
Transfer
Clarkson University reserves the right to transfer an employee to another position whenever an employee's intermittent use of leave for one or more qualifying reasons can be better accommodated by that transfer.
Confidentiality
The University will keep confidential all information relating to requests for family or medical leave. This information will be used only to make decisions in regard to the provisions of this policy. Supervisors must submit all records to Human Resources and should not retain any copies on their files.
Entitlement
Unless explicitly provided, this policy does not create any leave entitlement beyond that required by the FMLA.
August 1993
8.1.13 Flexible Benefit Plan- Fringe Benefit Analysts
This plan provides employees the opportunity to pay for certain benefits with a portion of your pay before Federal, State, and Social Security taxes are withheld. Those employees meeting the criteria for eligibility on the group medical plan are eligible to participate in the flexible benefit plan. Participation is established by completing an annual election form provided by Human Resources. The election form must be completed for each plan year regardless whether the employee wants to change their election in any way.
There are three options in the flexible benefit plan. Employees may elect to participate in any or all of these options. The options are as follows:
Option 1 - Election of Premium Expense Account. This option allows employees the opportunity to pay the required contribution for dependent coverage under the group medical-dental plan using tax-free dollars.
Option 2 - Election of Health Care Reimbursement Account. This option allows employees the opportunity to pay unreimbursed health care expenses incurred by the employee and their dependents using tax-free dollars.
Option 3 - Election of Dependent Care Reimbursement Account. This option allows employees the opportunity to pay out of pocket day care expenses incurred by the employee using tax-free dollars.
July 1992
8.2 FRINGE BENEFITS - FACULTY
8.2.1 Military Officers
The salary plan, tenure provisions, and other fringe benefits of the University do not apply to officers of the armed services who are assigned to the University by such services.
The only fringe benefit which is provided to military personnel and their family members are the tuition benefit programs as defined in Sections 8.1.6, 8.1.7, and 8.3.1.
August 1962
August 1974
Revised September 1993
8.2.2 Fringe Benefits for Part-Time Faculty and Other Temporary Appointees
1. VISITING FACULTY, PART-TIME FACULTY, AND TEMPORARY FACULTY
Appointees with these titles are eligible for fringe benefits required by State and Federal Law only.
Visiting faculty, part-time faculty, and temporary faculty with a minimum three month appointment and teaching a minimum of two courses per semester are eligible for coverage under Clarkson's medical plans for themselves and their dependents, if they choose to cover their dependents.
2. RESEARCH ASSOCIATES
Research Associates are eligible for fringe benefits required by State and Federal Law only.
Note: Foreign nationals appointed to research associate positions may be exempt from participation in the Social Security Insurance Program depending on the type of visa they hold; their country's tax treaties with the United States, etc. Individual questions concerning the possible exemption from Social Security Insurance Coverage should be addressed to the Payroll Department.
Research associates are eligible for coverage under Clarkson's Enriched Medical Plan, for themselves and their dependents, if they choose to cover their dependents.
Approved September 1986
Revised May 1990
Revised September 1993
8.3 FRINGE BENEFITS ADMINISTRATIVE, SUPERVISORY, AND GENERAL STAFF
8.3.1 Auditing Courses and Academic Study By Administrative, Supervisory, and General Staff
Members of the administrative, supervisory, and general staff are entitled to enroll for credit in, or audit, courses taught at Clarkson University without charge. A written request should be submitted outlining the course(s) to be taken and the amount of time the applicant will be absent from his or her normal work period because of class attendance. Notification should be given by the applicant's supervisor to the cognizant dean, director or vice president for final approval, outlining the course(s), and the required time of absence from his or her normal work periods for class attendance.
Employees may take one three-hour or one four-hour course per semester during the academic year and one three-hour or four-hour course during summer school each year. The limit of one three-hour or one four-hour course during summer school applies to the entire summer school period.
The above policy also includes courses offered by the other member institutions of the Associated Colleges of the St. Lawrence Valley, for credit and without charge, one three-hour or one four-hour course per semester, and one three-hour or four-hour course during summer school subject to limitations established collectively or individually by the member institutions.
Employees registering for more than one course in a semester or summer school are required to pay full tuition and take these additional courses during nonworking hours.
July 1987
Revised September 1991
Revised January 1992
8.3.2 Leaves of Absence - Administrative and Supervisory Staff
8.3.2.1 Without Pay
A leave of absence without pay may be granted upon recommendation of the administrative or supervisory staff member's immediate superior. A written request should be provided to the Human Resources Office for review. Final approval will be made by the vice president for Business and Financial Affairs. A leave of absence without pay may be requested for:
1. Leave of Absence for Disability. Recommendations for disability leave would be made in order to continue the staff member's employment status with the University after exceeding the sick leave allowance. This leave would provide for the possible continuation of the staff member's other fringe benefits. A leave of absence for disability will normally be limited to one year from the original date of absence from work.
2. Leave of Absence for Personal Reasons. Recommendation for leave should normally be for a maximum of one year, and inherent in any such recommendations is the assumption that the individual intends to return to Clarkson for at least one year, and that there is a vacancy being held open for him or her.
3. Maternity Leave. In order for supervisors to plan work loads, an employee must file a temporary disability form with the Human Resources Office to begin a maternity leave. If the employee wishes to extend her leave beyond the return to work date listed on the temporary disability form, accrued vacation must be used. Any request for leave beyond this point would be without pay and requires the approval of the vice president for Business and Financial Affairs. Under normal circumstances, the unpaid leave of absence will not extend the employee's absence from work beyond six months from the first day of disability due to the pregnancy.
Employees on formal leaves of absence without pay will not accrue vacations, sick leave, or other fringe benefits, but may continue their group medical plan and group life insurance.
8.3.2.2 With Pay
1. Military Reserve Training Leave. Leave time with full pay, less the amount of military pay, will be granted to staff members who are officers or enlisted personnel in the National Guard or the reserve components of the Armed Forces for limited service in field training. The length of such leave shall not exceed the standards established by federal and state agencies for training activities. Such leave will normally be limited to a maximum of fifteen calendar days in each year.
The University will require a certificate or voucher of base pay from the military service to determine the adjusted pay for this leave. Military pay received for travel, per diem and similar expenses will not be included in the calculation.
2. Jury Duty. Jury duty is recognized as a civic responsibility, and staff members are encouraged to fulfill the obligation as citizens of the community. Staff members will be granted time off with pay to serve on a jury.
Active staff employees will be granted time off with pay to serve on a jury. Employees must inform their supervisors as soon as they know what days they will be serving. If the jury duty does not require the full work day, employees are expected to report to their supervisor when free from such service.
3. Funeral Leave. Reasonable (normally three days) time off with pay will be granted to staff members when death occurs in the immediate family. Immediate family shall include: mother, father, mother-in-law, father-in-law, grandmother, grandfather, grandchildren, husband, wife, brother, sister, brother-in-law, sister-in-law, son, daughter, or in some cases another relative who is a member of the immediate household.
Time off (one day) will also be granted for the employee to serve as a pallbearer for any other family member not listed above or any other acquaintance.
July 1987
Revised July 1989
Revised September 1993
Revised August 1996
8.3.3 Leaves of Absence - General Staff
8.3.3.1 Without Pay
A leave of absence without pay may be granted upon recommendation of the staff member's immediate supervisor. A written request should be forwarded to the Human Resources Office for review. Final approval will be made by the vice president of Business and Financial Affairs. A leave of absence without pay may be requested for:
1. Leave of Absence for Disability. Recommendations for disability leave would be made in order to continue the staff member's employment status with the University after exceeding the sick leave allowance. This leave would provide for the possible continuation of the staff member's other fringe benefits. A leave of absence for disability will normally be limited to one year from the original date of absence from work.
2. Leave of Absence for Personal Reasons. Recommendation for leave should normally be for a maximum of one year, and inherent in any such recommendations is the assumption that the individual intends to return to Clarkson for at least one year, and that there is a vacancy being held open for him or her.
3. Maternity Leave. In order for supervisors to plan work loads, an employee must file a temporary disability form with the Human Resources Office to begin a maternity leave. During the period of disability as determined by the employee's doctor on the temporary disability form, the employee may be paid under either of the two options listed in Paragraph 8 of Section 8.3.5. If the employee wishes to extend her leave beyond the return to work date listed on the temporary disability form, accrued vacation must be used. Any request for leave beyond this point would be without pay and requires the approval of the vice president for Business and Financial Affairs. Under normal circumstances, the unpaid leave of absence will not extend the employee's absence from work beyond six months from the first day of disability due to the pregnancy.
Employees on formal leaves of absence without pay will not accrue vacation, sick leave or other fringe benefits, but may continue their group medical plan and group life insurance.
July 1987
Editorial Revision July 1989
Editorial Revision September 1993
Editorial Revision August 1996
8.3.3.2 With Pay
1. Military Reserve Training Leave. Time off with full pay, less the amount of military pay, will be granted to active employees who are officers or enlisted personnel in The National Guard or the reserve components of the armed forces for limited service in field training. The length of such leave shall not exceed the standards established by federal and state agencies for training activities. Such leave will normally be limited to a maximum of fifteen calendar days in each year.
The University will require a certificate or voucher of base pay from the military service to determine the adjusted pay for this leave. Military pay received for travel, per diem, and similar expenses will not be included in the calculation.
2. Jury Duty. Jury duty is recognized as a civic responsibility and employees are encouraged to fulfill this obligation as citizens of the community.
Active general staff employees will be granted time off with pay to serve on a jury. Employees must inform their supervisors as soon as they know what days they will be serving. If the jury duty does not require the full work day, employees are expected to report to their supervisor when free from such service.
3. Funeral Leave. Time off with pay will be granted when a death occurs in the employee's immediate family. The time will be limited to that reasonably necessary to make funeral arrangements and pay may be granted for up to three working days. Immediate family shall include: mother, father, mother-in-law, father-in-law, grandmother, grandfather, grandchildren, husband, wife, brother, sister, brother-in-law, sister-in-law, son, daughter, or in some cases another relative who is a member of the immediate household.
Time off (one day) will also be granted for the employee to serve as a pallbearer for any other family member not listed above or any other acquaintance.
Revised December 1986
Editorial Revision September 1993
8.3.4 Sick Leave - Administrative and Supervisory Staff
In cases of absence from assigned and scheduled duties resulting from verified illness or injury, the University will continue salary for an administrative and supervisory staff member on the following schedule. In no case will a staff member receive salary for such an absence after it exceeds the limits of this schedule.
Length of Continuous Allowance for
Active University Service Each Absence
Less than 2 years 25 workdays
2 years but less than 5 years 60 workdays
5 years but less than 10 years 95 workdays
More than 10 years 130 workdays
Only days on which the staff member normally would have worked are charged against sick leave limits. An employee may not exceed the above allowance in any 12 month period.
If a staff member's absence is expected to continue beyond five working days, the Human Resources Office must be informed, and application for disability benefits can be initiated.
Also, if a staff member's absence continues beyond the appropriate sick leave allowance, the staff member may request a leave of absence without pay. A leave of absence without pay for disability reasons is designed to protect the staff member's service and benefits coverage during his or her absence (See Policy for Leave of Absence Without Pay, Section 8.3.2.1).
Three days of sick leave per year may be used for family illness of children, aged parents, and other members of the immediate family.
July 1987
Editorial Revision July 1989
Revised September 1991
Revised September 1993
Revised August 1996
8.3.5 Sick Leave - General Staff
The University sick leave policy is intended to encourage the accumulation of sick leave to cover extended illness. It is recognized that employees may become ill or injured through no negligence of their own, and therefore, unable to perform their assigned duties. Accumulated sick leave should not be considered as earned time off (except as covered under personal and emergency leave days) with pay and may not be granted in this manner. Abuse of the privilege may be deemed justification for discharge of the employee.
It is urged that all general staff employees be impressed with the value of accumulating as much sick leave as possible to cover potential periods of extended illness or injury.
The following policy statements apply to active full-time, active part-time, and seasonal employees. Temporary employees do not accumulate sick leave credit.
1. Active, full-time employees earn and accumulate sick leave with pay on the basis of one day of sick leave for each calendar month of employment (twelve days per year). Active part-time and seasonal employees will accumulate sick leave credit on a pro-rata basis.
2. Sick leave will accumulate from the first month of employment, but sick leave accumulation earned during the probation period (three months) may not be granted until the end of the period.
3. In order for the initial month to be counted for accumulation purposes, employment must begin on or before the tenth of the month.
4. Sick leave may be accumulated to a maximum of one hundred and thirty work days (twenty-six weeks), which covers the minimum waiting period for long term disability benefits. If an employee's disability is expected to continue beyond the twenty-six week period, application for Social Security disability benefits and/or long term disability benefits should be made during the fourth month of the disability.
There are very substantial benefits under both of these programs for disabled employees who are approved for benefits. Employees are urged to contact Human Resources if their disability periods are expected to be lengthy ones.
There will be no accumulation of sick leave for an employee if they are not at work at all during a calendar month.
5. If employees have accumulated over ninety days of sick leave by the end of the fiscal year (June 30), they have the option of accumulating more earned sick leave time up to the maximum of one hundred and thirty days, or taking the sick leave in excess of ninety days on June 30 in cash at 100% of their hourly rate as of July 1. The employee must make the selection of the options offered by July 31. If the employee elects to continue to accumulate additional earned sick leave days, they will accumulate in the sick leave bank in the normal manner. If the employee elects to take the cash for the accumulated sick leave days in excess of ninety days, the cash payment will be made in the first pay check of December that year.
6. Sick leave with pay will not be granted in excess of the amount accumulated.
7. Employees who suffer disability arising out of and in the course of their employment will receive compensation as determined in accordance with the provisions of the Worker's Compensation Act, by either of the following methods, at the option of the employee, and in coordination with the Human Resources and Payroll offices.
A. Employees may use their sick leave allowances at the rate of one half day per day of disability and continue to receive full pay from the University until their sick leave runs out. If the employee is still away from work after their sick leave runs out, they will then receive compensation directly from the Worker's Compensation Carrier.
or
B. Employees must use their sick leave allowance for the first week (five work days) waiting period at one half day per day of disability, and then choose to have no charge against their sick leave accumulation after the one week waiting period. Under this option, the employee will receive full pay from the University for the first week of disability only. After that week, compensation will come directly from the Worker's Compensation Carrier.
Any employee who is injured on the job must fill out an Accident Report Form, No. C-2, and submit it to the Human Resources Office.
8. In cases of nonoccupational disability (accidents or sickness resulting from causes not connected with their job):
Employees may use their sick leave allowance at the rate of one day per day of disability and continue to receive full pay from the University until their sick leave runs out. If the employee is still away from work after their sick leave runs out, they will then receive compensation directly from the Disability Carrier.
Employees must use their sick leave allowance for the first week (five work days) waiting period at one day per day of disability, and then choose to have no charge against their sick leave accumulation after the one week waiting period. Under this option, the employee will receive full pay from the University for the first week of disability only. After that week, compensation will come directly from the Disability Carrier.
9. Employees who are away from work beyond seven calendar days, for absences due to nonoccupational disability, must complete a temporary disability form. This form will be sent by the Human Resources Office and must be verified by a physician's statement and signature.
10. Transfer of employees from one department to another will not change their sick leave accumulations.
11. Unused sick leave will not be paid upon termination or resignation of an employee.
12. Unused sick leave balance will be paid upon death or the retirement (see section 3.3.6) of employees at 100% of their current hourly rate.
13. The department head or the Human Resources Office may require, for any sick leave, and particularly for sick leave requested on the day before or after a paid holiday or vacation period, a medical statement from a licensed practicing physician confirming the illness of the employee.
14. In cases of illness occurring away from work, prompt notification to the department head or supervisor must be given prior to the start of the work period. If illness continues, adequate notification concerning the progress of the illness must be given so that work load coverage is maintained.
Revised July 1987
Revised November 1987
Revised September 1993
Editorial Revision July 1989
8.3.6
8.3.6 Holidays - Administrative and Supervisory Staff
The following holiday schedules are observed by the University for administrative and supervisory staff:
New Year's Day 1 January
Memorial Day
Independence Day 4 July
Thanksgiving Weekend Thursday and Friday
Christmas 3 Day Break
Whenever a holiday falls on a Sunday, the following Monday is observed as the holiday; whenever a holiday falls on a Saturday, the preceding Friday is observed as the holiday.
If a University holiday falls during an employee's authorized vacation period, the holiday will not be charged as a day of vacation time.
To receive pay for a holiday, the employee must be in a pay status (see 8.3.8) the work day preceding and the work day following the holiday.
Holiday time will not be paid upon termination or resignation.
8.3.6.1 Special Personal Days - Administrative and Supervisory Staff
Administrative and supervisory staff are entitled to six special personal days off during the year (July-June). The six special personal days will be prorated during the first fiscal year of employment (July 1 - June 30) as follows:
Hired between July 1 - September 30 6 days
Hired between October 1 - December 31 5 days
Hired between January 1 - March 31 3 days
Hired between April 1 - June 30 none
Special personal days are not payable upon termination or resignation.
Revised September 1986
Revised September 1991
Editorial Revision July 1989
Revised January 1992
Revised September 1993
July 1994
8.3.7 Holidays - General Staff
The following holiday schedules are observed by the University for all general staff:
New Year's Day 1 January
Memorial Day
Independence Day 4 July
Thanksgiving Weekend Thursday & Friday
Christmas 3 Day Break
Whenever a holiday falls on a Sunday, the following Monday is observed as the holiday, and whenever a holiday falls on a Saturday, the preceding Friday is observed as the holiday.
When an employee is required to work on any of these holidays, compensatory time off will be granted on another scheduled work day, dependent upon the scheduling needs of the department, or the employee will receive holiday pay at regular rate, plus 12 times, for hours worked.
When a holiday falls on a day that is normally a day off, another day will be given as the holiday.
If a University holiday falls during an employee's authorized vacation period, the holiday will not be charged as a day of vacation time.
To receive pay for a holiday the employee must be in a pay status (see 8.3.8) the work day preceding and the work day following the holiday.
Holiday time will not be paid upon termination or resignation.
8.3.7.1 Special Personal Days - General Staff
Secretarial and clerical positions and technicians and maintenance and campus safety positions are entitled to six special personal days off during the year (July - June) agreed upon by the employee and supervisor.
During the first year of employment, the six special personal days will be prorated as follows:
Hired between July 1 and September 30 6 days
Hired between October 1 and December 31 5 days
Hired between January 1 and March 31 3 days
Hired between April 1 and June 30 none
Special Personal days are not payable upon termination or resignation.
Revised July 1987
Revised July 1989
Revised September 1991
Revised September 1993
July 1994
8.3.8 Pay Status for Holiday Pay - Administrative, Supervisory, and General Staff
To receive pay for a holiday, the employee must be in a pay status (at work, vacation, sick leave) the work day preceding and the work day following the holiday.
For employees out on non-occupational disability benefits or Worker's Compensation the following applies:
1. If the employee has chosen to use sick leave (therefore, in a pay status) and has sick leave accrued to cover the day before and day after the holiday, then the employee will receive holiday pay. No sick leave deduction shall be made on the day of the holiday.
2. If the employee has run out of sick leave or chosen not to use sick leave beyond the first five days of disability, then no holiday pay will be due the employee. In this case, the employee is no longer in a pay status from the University.
January 1992
8.3.9 Vacations - Administrative and Supervisory Staff
Vacation periods will be scheduled at times mutually agreeable to the staff members and their supervisors. Staff members will make arrangements whereby their responsibilities are covered during their absence. Department and administrative offices are to be staffed adequately during the summer months. Vacations may be taken continuously or at intervals, though the latter is preferred for adequate coverage.
All administrative and supervisory staff vacations are scheduled on a fiscal year basis (July-June). Administrative and supervisory staff accumulate twenty days of vacation during each fiscal year. All vacation earned during the current fiscal year should be completely used during the following fiscal year as vacations are not cumulative. During the fiscal year where an employee has reached their twentieth anniversary of employment, administrative and supervisory staff will accumulate twenty-five days of vacation for use during the next fiscal year.
Vacation for a new employee shall be prorated during the first fiscal year worked. During that first fiscal year, the employee shall earn vacation at the rate of one and two-third day for each month of employment. No vacation should be taken from the date of hire until July 1 of the next fiscal year as a new employee is accumulating vacation during this period. The following example illustrates the vacation accumulation for an administrative and supervisory staff member:
Employee A is hired on December 1. Employee A is not eligible for any vacation until the following July 1. At that time, Employee A will have accumulated the following vacation: one and two-thirds (days) times seven months (December - June) or twelve days of vacation. All twelve days of this accumulation should be taken during the period July 1 - June 30.
Assuming there are no breaks in service, Employee A will also be accumulating the full twenty days of vacation during that period July 1 - June 30. Employee A will then have twenty days of accumulated vacation to take during the next fiscal year July 1 - June 30.
Policy Revision October 1989
8.3.10 Vacations - General Staff
I. Vacation Accumulation
The University vacation policy allows active general staff employees to earn vacation with pay. This vacation allowance is considered an earned right and not a privilege.
For general staff members hired on or before June 10, 1969, their anniversary date is June 1. For general staff members hired June 11, 1969 or after, their anniversary date is their date of hire. An exception to this as listed on page 8.3.10(3) is for maintenance and Campus Safety employees who are all on a June 1 anniversary date.
The following details the vacation accumulations and guidelines for general staff members. Special provisions for maintenance and Campus Safety employees are included on page 8.3.10(3).
Completion of Vacation
Years of Service Allowance
1 - 4 10 days
5 - 10 15 days
11 16 days
12 17 days
13 18 days
14 19 days
15 - 19 20 days
20 or more 25 days
There will be no accumulation of vacation for an employee if they are not at work at all during a calendar month.
No vacation for general staff employees should be taken prior to completion of six months of employment (maintenance and campus safety employees - refer to page 8.3.10(3). Vacations are not cumulative. Earned vacation should be taken within a year of the anniversary date it was earned.
The following example illustrates the vacation accumulation for general staff employees hired on or after June 11, 1969 other than maintenance and campus safety employees:
Employee A is hired October 1, 1990. Employee A will have earned five days of vacation after six months of service. If desired, Employee A may use that five days of vacation prior to completing the first full year of service. At the end of one year of service, Employee A will have earned the following vacation which should be taken completely by the next October 1.
If Employee A used five days of vacation between six months and one year of service, they will have only five more days of vacation during the next twelve months.
If Employee A did not take any vacation during the first year of service, they will have ten days of vacation during the next twelve months.
Assuming there are no breaks in service, Employee A will then accumulate the full ten days of vacation each year to be taken completely within one year after it is earned.
II. Guidelines for Administering the University Vacation Policy
A. The wishes of the employee will be given consideration in scheduling the time of vacation but the University reserves the right to assign vacation periods.
B. In order for the initial month to be counted, employment must begin on or before the tenth day of the month.
C. Vacation cannot be taken before it is earned.
D. Pay in lieu of vacation is not permitted.
E. Transfer of employees from one department to another will include transfer of their vacation credit.
F. Vacations normally should be scheduled on a calendar week basis. Vacations of more than two consecutive weeks will not be scheduled without special approval.
G. If a recognized University holiday occurs during an authorized vacation period, the holiday will not be charged as a day of vacation time.
H. Active part-time and seasonal employees will earn vacation allowance on a pro-rata basis.
I. Temporary employees will not earn vacation allowance.
J. Active full-time and active part-time employees who resign in good standing and give proper notice will receive as severance pay their earned vacation credits.
III. Guidelines for Administering the Vacation Policy for Maintenance and Campus Safety Employees
These special guidelines pertain to the scheduling of maintenance and Campus Safety employees' vacations, beginning June 1 each year, by their foremen. These vacation guidelines are necessary for the foremen to plan for maximum crew coverage during periods of heavy work loads that occur at various times throughout the year, and to control the orderly scheduling of vacation time for their crew members between June 1 and May 31 of each year. All maintenance and Campus Safety employees are on a June 1, anniversary year.
A. New active employees hired during the year (between June 1 and May 31) will receive pro-rata vacation for the partial year worked. This pro-rata vacation will be taken sometime after the first June 1 of employment and before May 31 of the following year.
Example of prorating a partial year employment:
Employee is hired December 1, he or she works six months by May 31. As of June 1 this new employee would have five days vacation (5/6 day per month times six months - five vacation days) to use before the following May 31.
B. Foremen have the responsibility for assigning vacation periods. Foremen may give consideration to the requests of employees for particular vacation periods, but it is the foremens' first responsibility to ensure that they have adequate crew members to cover the work to be accomplished.
C. In cases where two or more employees request vacation for the same period of time, seniority will rule in the foreman's assignment of vacation periods.
D. The only vacation time available for use by any employee is the time earned in the previous year of service. Employees have a year from the time their vacation becomes available on June 1, to use it before it lapses. Vacation time is not cumulative.
E. Vacation periods will be assigned by the foremen on a calendar week basis. Vacation of more than two consecutive weeks will require special approval of the foreman.
Editorial Revision June 1985
Editorial Revision July 1987
Editorial Revision July 1989
Editorial Revision September 1993
8.3.11 General Staff - Personal and Emergency Leave Days and Family Illness Days
Three days of accumulated sick leave may be used as personal or emergency leave days with pay each year by the employees. If the personal or emergency leave days are not used, they will remain in the employee's sick leave accumulation. Personal or emergency leave days will not accrue from year to year, and only three personal or emergency leave days with pay will be allowed per year. Personal or emergency leave days cannot be added to or used in conjunction with vacation time. An additional three days of accumulated sick leave may be used for family illnesses of children, aged parents, and other members of the immediate family.
Personal or emergency leave days will not be granted until the end of the three month probation period.
Personal days as envisioned under this policy would be used for personal matters that normally could be anticipated, therefore, advance notice to the employee's supervisor or department head should be given so adequate coverage can be arranged. An emergency leave day would cover the unexpected occurrence and employees must notify their supervisors or department heads as soon as possible of their absence.
Records of the use of personal days are kept from July 1 to June 30.
In the first year of employment, personal and emergency leave days and family illness days are on a pro-rata basis and may be used after they are earned, as follows:
Employed between July 1 and September 30 6 days
Employed between October 1 and December 31 5 days
Employed between January 1 and March 31 3 days
Employed between April 1 and June 30 none
Revised July 1987
Revised July 1989
Revised September 1993